Coordinator Events Planning

Department

Compensation

General Description

• Represents the University Center to organizers and participants of groups utilizing facilities and services for conferences, workshops, meetings and training programs.
• Coordinate the implementation and administration of departmental processes and/or programs.
• Plan, organize and execute events and special programs
• Coordinate facility utilization by campus and external clients.
• Work collaboratively with university staff to ensure program success.
• Assist in the preparation & delivery of workshops and training programs.
• May interpret departmental policies for area of responsibility.
• During declared campus emergencies, this position may be required to perform specific job-related duties at a designated off campus location or place of residence.

Responsibilities

• Responsibilities include planning, organizing, costing and delivering conference services to organizers requesting professional assistance with the programs.
• Assists with overall management of the UC.
• Requires frequent weekend and evening hours as necessary to provide covers at the Center.
• Responsible for most special events, including but not limited to weddings, anniversaries, birth celebrations, bar mitzvahs, and other non-educational events.
• Represents the UC to prospective clients: plans, organizes, costs and delivers on-site services; budget preparation, promotion/publicity, accounting, guest services, administration, consultation services and other typical conference service functions to clients on and off campus.
• Contracts and negotiates arrangements for use of facilities and services, including facility rentals, F&B services, AV rentals, lodging, transportation, recreation, etc.
• Serves as customer service representative for groups utilizing facilities.
• Confirms proper room set-ups and documents all services provided for record-keeping and invoicing.
• Assist with scheduling and coordination of custodial services, front desk operations, staff training, catering, AV and telecommunications.
• Provides for continuous feedback, information updates, feedback to and from student employee and clients, continuously evaluates client satisfaction.
• Participates in evening/weekend “on duty” rotation.
• Show the UC to prospective groups.
• Resolves scheduling conflicts that may arise from time to time.
• Assists Manager, Marketing and Events in designing and implementing the marketing plan including budget, promotional activities, advertising, publications, tracking return on investment, making recommendations and other marketing related responsibilities.
• Participate in hospitality related functions and associations.
• Serves as a liaison with internal and external clients to assess quality standards and to improve service.
• Develop and coordinate marketing to student, faculty and staff concerning events.

Marginal

• Assist with other projects and activities within the department, which will arise from time to time.
• Attends professional development programs, as well as meetings with various hospitality and convention bureau representatives to market and promote the University Center.
Serves on appropriate University committees as the department’s representative.

Required Qualifications:

• This position requires either (a) Master’s degree from an acceptable accredited institution in a directly related area of specialization ;
• (b) Bachelor’s degree from an acceptable accredited institution in a directly related area of specialization and two years of experience directly related to the job functions; or
(c ) 6 years of direct experience.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.